Timor- Leste. United Nations Development Programme. Vacancy Announcement

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1 United Nations Development Programme Timor- Leste Vacancy Announcement Project Title: Strengthening Capacities for Disaster Risk Management in Timor Leste Post Title: National Administration and Finance Associate Type of Contract: Service Contract Level: SB 3 Duration: May to end December 2014 (with possibilities of extension upon availability of resources and satisfactory performance) Duty Station: Project Office in the National Directorate for Disaster Management, Dili, with travel to the field Expected Starting date: May 2014 Organizational Unit: UNDP, Sustainable Development and Resilience Unit Entitlements/benefits: Obtainable from the UNDP Human Resources Unit Background The Ministry of Social Solidarity and UNDP are implementing the joint project Strengthening Disaster Risk Management in Timor Leste, The project builds on achievement of the phase I that was implemented from 2011 to It is geared towards helping the Government of Timor Leste to strengthen its disaster risk management (DRM) capacity, enhance preparedness and reduce risks. The project supports the establishment of the institutional and legal systems for DRM. It has a sub national focus and will support interventions at the district and sub district levels to reduce community vulnerabilities and increase household resilience. The project is being implemented in partnership with a range of stakeholders with the Ministry of Social Solidarity National Disaster Management Directorate assuming coordination role and pursuing the objectives of social inclusion and equality, women empowerment and dissemination of knowledge and skills. Duties and Responsibilities Under the direct supervision of the project Chief Technical Advisor and Project Manager (CTA) and in close coordination with the project M&E officer, the incumbent will ensure the needs to administrative service are anticipated, identified and addressed in support of specific business operations encompassing finance, procurement, human resource, travel, transport and supply in a timely, effective and efficient manner. S/he will oversee and provide assistance in the financial and administrative management of field operations to implementing partners, evaluators and internal audit if required. S/He will backstop, monitor and provide training to the field based staff in the areas of financial and administrative arrangements, monitoring and reporting. Frequent field visits for provision of such support may be required by the associate. The incumbent will comply with the provisions of UNDP POPP, 1

2 rules, regulations and guidelines regarding personnel management, procurement, contract and financial management and filling system. The areas of assignments are as follows: 1. Support to the Project Financial Management 2. Support to Project Human Resource and Procurement Management 3. Project Equipment, Supply and Premises Management 4. Transport and Travel Management 5. Documentation and Filling System Management 6. Support to Organizing Project Events Detailed scope of work includes: 1. Support to the Project Financial Management (30%) Maintain complete set of books of account according to the principle of accounting and update it on daily basis; Prepare Requests for Direct Payments and keep record of the disbursement made from UNDP on behalf of the project and ensure accuracy of supporting documents; Process payments requests for all the financial transaction for the approval by the CTA and later submission to the UNDP CO; Check availability of funds for project activities and recommend to the CTA for changes in budget line if required; Draft budget revision / reversal; Follow up on the activities and monitor advance balances of resource disbursed; Work with ATLAS in entering budget, vouchers, vendors and other required data; Provide support to prepare annual and quarterly work plans and budgets; Prepare monthly shadow budget for tracking the delivery of the project; Prepare and submit periodic financial reports for submission to UNDP CO through the CTA; Prepare reports of programme budget allocation and expenditure from a gender and social inclusion perspective; Prepare accurate quarterly and annual Combine Delivery Reports for certification by the CTA; Support to annual audit exercise and conduct audit follow up action plans; Handle petty cash and reimbursement of petty cash bills on behalf of the CTA and keep the records. 2.Support to Project Human Resource and Procurement Management (20%) Prepare annual human resources and procurement (requisition) plans and implement them; Assist in project procurements and recruitments and contract request submissions through follow up with UNDP operations and handling documents; Draw up specifications for the equipment/supply and services and handle project micro purchase; Monitor and keep a log of the project's contracts' deliverables and payment milestones with implementing partners including governmental, non governmental, and community based organizations as well as with service providers of the project; Supervise other support staff (Driver, Cleaner etc); Maintain records on personnel including attendance sheets and leave logs for clearance by the CTA. 3. Project Equipment, Supply and Premises Management (20%) Prepare and set up office supplies, furniture and equipment on timely, effective and efficient manner; 2

3 Keep records on non expendable equipment (Asset List), conduct physical verification at least once a year and prepare annual physical verification report for the approval of CTA and submission to UNDP CO; Maintain stationary stock and keep the Inventory up to date for verification by the CTA and the UNDP CO spot checks; Ensure proper usage, operation, maintenance of all office equipment including vehicle, fax, telephone, photocopier, AC etc, and appropriate distribution of project supply and equipment; Ensure the project office rooms and sanitations are maintained and cleaned in the project premises. 4. Transport and Travel Management (10%) Assist in administrative work (including security clearances for project team trips) and provide logistic support; Organize transportation for the project team and missions. 5. Documentation and Filling System Management (10%) Manage all correspondence related to administration and finance and support other correspondences as requested by the CTA; Develop and keep updating internal logs and directories such as partners contact directory, book conference rooms, vehicle use etc; Handle front desk and registration log of incoming and outgoing correspondences of the project office; Ensure provision of daily newspaper to the CTA. 6. Support to Organizing Project Events (10%) Assist in preparing and updating the project calendar of events; Assist in arranging Project Executive Board or Evaluation Panels' meetings including distribution and follow up on invitation letters and draft letter or minutes as required; Assist in arranging and providing logistic and registration support in organizing workshops and seminars and other project events; Carry out any other official task such as translation support as required by the CTA. Impact of Results Identification of administrative service needs in support of specific business operations encompassing finance, procurement, human resource, travel, transport and supply will increase the success rate of the programme in delivering its services in a timely manner as per UNDP rules. The delivery of specialized process in a specific administrative service will ensure consistency and timeliness of the whole programme delivery. Accuracy of presentation of financial information enhances UNDP credibility in Financial Management. The information provided facilitates decision making of the project management. Qualifications and Experience Education and Experience: A Bachelor Degree in Management, Accounting or any relevant filed with at least two years of experience in business administration, procurement, finance, accounting and auditing will be an advantage but not as requirement. 3

4 Requirement complete Secondary Education with at least 5 years of relevant experience in business administration, procurement, finance, accounting and auditing is acceptable. Knowledge and experience of working with ATLAS will be an asset. Knowledge of UNDP s rules and regulations related to administration and finance as well as other business processes will be an advantage. Experience with UN or similar development programme or reputed private organization is an asset. Functional Skills: Excellent skills in computers (Windows, Word, Excel, and Power Point). Able to operate financial packages independently. Independent auditing skills. Language Requirements: Excellent written and spoken command of English and Tatum. Working skills of Bahasa and Portuguese languages is an asset. Competencies: Corporate competencies Demonstrates high moral integrity by modeling the UN s values and ethical standards, impartiality and discretion and proven capacity of initiative, discretion and autonomy; Promotes the vision, mission and strategy of UNDP; Promotes professionalism in the work versus verbal culture; Displays respect to diversity and cultural, gender, religious, race, nationality and age sensitivity. Knowledge Networking and Learning Actively works towards continuing personal learning and development and acts on learning plan and applies newly acquired skills. Development and Operational Effectiveness Able to anticipate and analyze administrative service needs to support specific business operations proactively encompassing finance, personnel, procurement, logistics, travel, transport, equipment and supply. Self Management Strong team work skills in multi cultural environment; Builds strong relationships with clients, focuses on impact and results for the client and responds positively to feed back; Consistently approaches work with energy and a positive, constructive attitude; Effective communications skills both orally and in writing; Demonstrates strong interpersonal skills; Demonstrates openness to change; Able to solve problems and manage complexities; Able to handle multiple tasks at the same time with strong sense of prioritization; Able to act patiently and deliver results under pressure with a minimum of comfort even when disagrees with different approaches and management styles; Able to work in abnormal hours in case of emergencies and urgent issues; Able to work in logistically constraint environment; Able to travel under harsh conditions within the country whenever required; 4

5 Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability. Please submit your applications letter together with your curriculum vitae and UNDP P11 form including a list of references and relevant supporting documents (including academic qualifications) to the following address: Human Resources Unit United Nations Development Programme UN House, Caicoli Street Dili, Timor Leste Fax: E mail: The deadline for submitting applications is 26 March 2014 Only short listed candidates will be notified. Women candidates are strongly encouraged to apply. 5

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